Consultations and surveys run by NHS Digital in Citizen Space - Privacy Policy

Purpose and legal basis for processing

We (NHS Digital – the data controller) process personal data provided in response to our consultations and surveys to inform the design, implementation and use of NHS Digital programmes and services.

If you have indicated that you would like to be contacted to discuss your response, we’ll process your contact details to get in touch with you.

Following the end of each consultation/ survey we shall publish a summary of responses received; these will be anonymous unless you have given your consent to publish information which may identify you.

If you voluntarily contact us via the Submit Feedback form, the site will record your screen resolution, IP address, browser version and the page you visited prior to leaving feedback. This personal information will be used exclusively to help us to assist you.

We also collect IP addresses for the purposes of system management and to audit the use of our site.

The legal basis we rely on to process your personal data is your consent under Article 6 (1) (a) of the GDPR.

How long we keep your data

We keep consultation/survey responses for 3 years (from the date the results of the consultation/survey were published)

Personal data collected by the ‘Submit Feedback Form’ on the site will be kept for six months after which it will be deleted but analysis of feedback (which cannot identify you) may be kept.

What are your rights?

Right to be informed - You have the right to know how we use your personal data.

This Privacy Notice along with the consultation overview available on the home page of each consultation provide full information about how we will use your personal data

Right of access - You have the right to ask for copies of your personal data.

Citizen Space provides an email receipt to every consultation respondent, with a PDF attachment containing all the information submitted via the consultation/survey. The email also provides a unique Response ID number which can be used to locate the submission in case of enquiry.

You have a right to request a copy of any personal information we are holding as part of your consultation response at any time to check the accuracy of the information held.

Right to rectification - You have the right to have personal data rectified if it is inaccurate or incomplete.

In Citizen Space, consultation responses cannot be edited or deleted once submitted. This creates an audit trail and defends against any real or perceived risk of tampering with response data.

However, it is possible for a replacement response to be created, and the original response removed. For "removed responses" the data is still held but no longer used for analysis and reporting. Citizen Space provides an audit trail of when and why the response was removed. To request such rectification, please contact: standards.assurance@nhs.net

Right to restrict processing - You have the right to stop us processing your personal data e.g. where you believe we hold inaccurate personal data we will stop processing until accuracy has been checked. To make such a request, please contact: standards.assurance@nhs.net.

Right to withdraw consent / right of erasure - We rely on your consent to process the personal data you give us in response to a consultation or survey. This means you have the right to withdraw your consent at any time.

Right to data portability - You have the right to obtain your personal data to reuse for your own purposes. We can supply your consultation response, including your personal data, in an open format. To request this, please contact: standards.assurance@nhs.net

Sharing your information

We do not pass on your details to any third party or other government department, unless stated on the home page of an individual consultation. You will have the option to refuse consent for sharing.

Do we use a data processor?

Yes – our consultations and surveys are hosted on the Citizen Space site which is run by Delib Limited (the data processor). For more information, please see Delib’s privacy notice.

The site uses cookies for site navigation and session management. These cookies do not contain any personally identifiable information. They are used only to help you navigate through the site and complete consultations. They are not persistent and contents are deliberately deleted as soon as they are no longer useful for these purposes.

The site also uses Google Analytics. Google Analytics uses cookies internally. Analytics data is not associated with any information collected as part of any consultation.

More information about analytics and cookies can be found on Delib’s cookies page for Citizen Space.